PPINOT: A Performance Management Solution for Process Oriented Organisations

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1 PPINOT: A Performance Management Solution for Process Oriented Organisations Adela del Río Ortega, Universidad de Sevilla Manuel Resinas, Universidad de Sevilla Antonio Ruiz Cortés, Universidad de Sevilla

2 Adela del Río Ortega BPM SOC SPL Automated Testing PhD Computer Sciences- BPM & Metrics 5 Years Experience Research and Teaching Congreso Académico ITGSM13 Diapositiva 2

3 Introduction Motivation Proposal Congreso Académico ITGSM13 Diapositiva 3

4 Introduction Motivation Proposal Congreso Académico ITGSM13 Diapositiva 4

5 Business Processes (BPs) Business goal Organisation Humans Activities IT systems Data Other resources Congreso Académico ITGSM13 Diapositiva 5

6 Request For Change (RFC) Management BP Requester (Participant 1) RFC approved or cancelled RFC Participants IT systems Analyse RFC and give an answer Congreso Académico ITGSM13 Diapositiva 6

7 RFC Management BP Diagram Congreso Académico ITGSM13 Diapositiva 7

8 Business Process Management Process designer System architect BP modelling & analysis (simulation) Configuration Process repository Execution logs Evaluation Execution and monitoring process analysts Process participants Congreso Académico ITGSM13 Diapositiva 8

9 Need to Measure Congreso Académico ITGSM13 Diapositiva 9

10 Measure for the Manager To keep the business under control BAM Manager Congreso Académico ITGSM13 Diapositiva 10

11 Measure for Employees To keep them motivated Employee If we get an EFQM +200 certification, then we will get an extra payment Congreso Académico ITGSM13 Diapositiva 11

12 Measure for Customers To pay according to the QoS Customer Congreso Académico ITGSM13 Diapositiva 12

13 Key Performance Indicator (KPI) KPIs are quantifiable metrics that an organisation uses to measure performance in terms of meeting its strategic and operational objectives. [A. Neely et al., 2005] Congreso Académico ITGSM13 Diapositiva 13

14 KPI Example The average class attendance should be increased by 15% during this course Congreso Académico ITGSM13 Diapositiva 14

15 Process Performance Indicator KPI 1 KPI n BP 1 BP n PPI 1-1 PPI 1-n PPI n-1 PPI n-n Congreso Académico ITGSM13 Diapositiva 15

16 PPI vs KPIs KPIs PPIs Congreso Académico ITGSM13 Diapositiva 16

17 Process Performance Indicator (PPI) Quantifiable metrics that allow the evaluation of the efficiency and effectiveness of business processes. They can be measured directly by data that is generated within the process flow and are aimed at the process controlling and continuous optimization. [G. Chase et al., 2011] Congreso Académico ITGSM13 Diapositiva 17

18 PPI Examples delays caused by committee number of RFCs per project percentage of corrective changes from RFC approved Congreso Académico ITGSM13 Diapositiva 18

19 Introduction Motivation Proposal Congreso Académico ITGSM13 Diapositiva 19

20 Integrating the PPIM lifecycle into the BPM one Identify PPI correlations, conflicts and predict future behaviour Evaluation Evaluation Design and Analysis Design Define PPIs, Connect with BP, design-time analysis Calculate PPIs values and monitor PPIs Instrumentation Computation Implement measurement points Enactment Configuration BPM lifecycle PPIM lifecycle Congreso Académico ITGSM13 Diapositiva 20

21 Current Picture Congreso Académico ITGSM13 Diapositiva 21

22 Current Picture Congreso Académico ITGSM13 Diapositiva 22

23 Problem Statement How to define PPIs to fully support the PPIM lifecycle? How to depict PPIs for all kinds of users? How to extract valuable information? Congreso Académico ITGSM13 Diapositiva 23

24 Desirable Properties PPI Definition P1. Unambiguity & completeness Way of defining a PPI P2. Traceability P3. Expressiveness Congreso Académico ITGSM13 Diapositiva 24

25 P1: Unambiguity and Completeness Duration of the analysis activity When Which analysis activity Congreso Académico ITGSM13 Diapositiva 25

26 P2: Traceability? Way of defining a PPI??? Congreso Académico ITGSM13 Diapositiva 26

27 3.1 Specific P3: Expressiveness Timed SMART Measurable 3.3 Relevant Achievable 3.2? 1 2 3?? Congreso Académico ITGSM13 Diapositiva 27

28 Desirable Properties PPI Representation P4. Understandability P5. Bridging the Visual gap Congreso Académico ITGSM13 Diapositiva 28

29 P4: Understandability Precise vs understandable?? Business manager System architect Congreso Académico ITGSM13 Diapositiva 29

30 P5: Visual Gap Way of defining a PPI Partial views Comprehensive views Congreso Académico ITGSM13 Diapositiva 30

31 Desirable Properties Analysis of PPIs P6. Design-time automated analysis Congreso Académico ITGSM13 Diapositiva 31

32 P6: Design-time Automated Analysis Desig-time? analysis BP modelling & analysis (simulation) Configuration Post-mortem analysis Process repository Run-time analysis Execution logs Evaluation Execution and monitoring Congreso Académico ITGSM13 Diapositiva 32

33 Two Additional Requirements R1. Tooling support R2. Standards support Congreso Académico ITGSM13 Diapositiva 33

34 State of the Art P3 P6 Proposal P1 P P4 P R1 R2 Castellanos et al. N/A * ~ ~ ~ ~ ARIS PPM ~ ~ ~ ~ Mayerl et al. ~ N/A ~ Momm et al. ~ N/A N/A Pedrinaci et al. ~ ~ * * * N/A Wetzstein et al. ~ ~ ~ * González et al. ~ ~ ~ ~ N/A N/A Popova et al. ~ Barone et al. ~ ~ * ~ ~ N/A * * N/A Friedenstabet al. * ~ ~ Congreso Académico ITGSM13 Diapositiva 34

35 Introduction Motivation Proposal Congreso Académico ITGSM13 Diapositiva 35

36 Proposal 1. Metamodel 2. Graph not 3. Templates 4. Design-time analysis 5. Tool Congreso Académico ITGSM13 Diapositiva 36

37 Proposal 1. Metamodel 2. Graph not 3. Templates 4. Design-time analysis 5. Tool Congreso Académico ITGSM13 Diapositiva 37

38 Contributions C1. Metamodel C2. Graph not C3. Templates C4. Designtime analysis C5. Tool Congreso Académico ITGSM13 Diapositiva 38

39 Why a Graphical Notation P5. Bridging the Visual gap Comprehensive views P4. Understandability Congreso Académico ITGSM13 Diapositiva 39

40 Graphical Notation Measures What to measure Base Measure Time PPI Aggregated Measure Count State Condition SUM Derived Single-Instance Measure Derived Multi-Instance Measure Data Property Condition Data content SUM Connectors Time connectors Aggregates Applies to Uses Congreso Académico ITGSM13 Diapositiva 40 isgroupedby

41 Some Guidelines I want to know the delays caused by committee What to measure Congreso Académico ITGSM13 Diapositiva 41

42 Some Guidelines I want to know the delays caused by committee What to measure Congreso Académico ITGSM13 Diapositiva 42

43 Some Guidelines I want to know the delays caused by committee How to connect it to the BP Congreso Académico ITGSM13 Diapositiva 43

44 Some Guidelines I want to know the delays caused by committee How to measure Aggregating several Instances: AggregatedMeasure What aggregation?: Average (AVG) Congreso Académico ITGSM13 Diapositiva 44

45 Proposal 1. Metamodel 2. Graph not 3. Templates 4. Design-time analysis 5. Tool Congreso Académico ITGSM13 Diapositiva 45

46 Why Templates P4. Understandability Scalability? learning curve Business manager Congreso Académico ITGSM13 Diapositiva 46

47 Templates Helps to structure information Serves as a guide Uses (structured) natural language Congreso Académico ITGSM13 Diapositiva 47

48 Linguistic patterns The PPI value must be greater than [or equal to] <lower bound> Easier and faster than writing whole paragraphs from scratch Sucessfully used in RE Fills placeholders in prewritten sentences Congreso Académico ITGSM13 Diapositiva 48

49 PPI-template PPI-<ID> Process Goals MeasureDefinition <PPI descriptive name> <process ID the PPI is related to> <strategic or operational goals the PPI is related to> The PPI is calculated as{ <TimeMeasure> <CountMeasure> <ConditionMeasure> <DataMeasure> <DerivedMeasure> <AggregatedMeasure>} Target The PPI value { <SimpleTargetValue> <ComposedTargetValue> <CustomTargetValue>} Scope Source Responsible Informed Comments The process instances considered for this PPI are All those in <descriptive name (S-x)> <source from whcih the PPI measure can be taken> {<role> <department> <organisation> <person>} {<role> <department> <organisation> <person>} <additional comments about the PPI> Congreso Académico ITGSM13 Diapositiva 49

50 PPI-template Example PPI-005 Process Average time of RFC analysis Request for change (RFC) Goals BG-002: Improve customer satisfaction BG-014: Reduce RFC response time MeasureDefinition Target Scope Source Responsible Informed The PPI is calculated as the average of the duration between the time instants when activity RFC analysis becomes active and when activity RFC analysis becomes completed The PPI value must be lower than or equal to 1 working day The process instances considered for this PPI are those in Last 100 instances scope Event logs of BPMS Planning and quality manager Chief Information Officer (CIO) Comments Most RFCs are created after 12:00 Congreso Académico ITGSM13 Diapositiva 50

51 Proposal 1. Metamodel 2. Graph not 3. Templates 4. Design-time analysis 5. Tool Congreso Académico ITGSM13 Diapositiva 51

52 Proposal 1. Metamodel 2. Graph not 3. Templates 4. Design-time analysis 5. Tool Congreso Académico ITGSM13 Diapositiva 52

53 Execute Analyse Design Alternative 1 Alternative 2 PPINOT Tool Suite Using PPINOT graphical Editor Using the Templates Editor Design-time analysis operations on PPIs, e.g: 1. Which are the BP elements involved in PPI P? 2. Which are the PPI associated to activity A? Integrated with Open Source BPMS (Activiti) to instrument BPs and report PPI values Congreso Académico ITGSM13 Diapositiva 53 53

54 PPINOT Graphical Editor PPI palette Congreso Académico ITGSM13 Diapositiva 54

55 PPINOT Templates Editor Congreso Académico ITGSM13 Diapositiva 55

56 PPINOT Tool Analyser InvolvedBPElements Operation Plugin Congreso Académico ITGSM13 Diapositiva 56

57 PPINOT BP Instrumenter Congreso Académico ITGSM13 Diapositiva 57

58 Congreso Académico ITGSM13 Diapositiva 58

59 Muchas gracias! Contact details: Adela del Río Ortega Web: Congreso Académico ITGSM13 Diapositiva 59